Coronavirus

Key Information for Volunteers and Parents
Updated 18/01/2021
Before reading the information below, please ensure you're up to date with the guidance available at scouts.org.uk/coronavirus and gov.uk/coronavirus.

In Hampshire, we're doing all we can to support local Districts and Groups during this time, by providing access to systems and resources from across the County Team. Check this page regularly, as it is being continuously updated with new information.

The most recent update on 18/01/2021 to update the Ferny Crofts statement.
UK Government Restrictions and Scouts Readiness Levels
The Scouts, in partnership with the National Youth Agency have determined that readiness levels coincide with the below Tiered Restrictions (England Only):
Tier 1: Amber
Tier 2: Amber
Tier 3: Amber
Tier 4: Red

The current readiness level across Hampshire is Red. The majority of Hampshire (not the New Forest) moved into Tier 4 on 26th December 2020 with the New Forest area moving into Tier 4 on 31st December 2020. 

Travel for Scouting purposes outside of Tier 4 area.
Volunteers who live in a Tier 4 area but is a leader of a group in an area not in Tier 4 cannot travel to volunteer in this case as Scouting is not a legally permitted essential reason to travel.

References for this can be found in both the government guidance in the ‘travel during lockdown’ guidance from the National Youth Agency (page 5). 

If you have any queries about the above, please email [email protected]
Programme
Virtual Scouting
The Scouts have developed 'The Great Indoors', which features (quite literally) hundreds of activities for you to try at home and is constantly growing. Take a look at scouts.org.uk/greatindoors There is also a new and expanding list of virtual activities available on the Scout website here.

The Basingstoke East team have developed 'Scouting at Home', an online tool which enables young people to continue completing badges at home. Groups from across the UK are welcome to sign up - more information can be found here.

Socially distanced Scouting
For those Scouts which have been able to return to face-to-face activities, then there are some socially distanced activities for every section on the Scout website which are being added to constantly. The links to the section pages can be found here.
Microsoft Teams and Zoom
Office 365 and Microsoft Teams
We have created Office 365 Accounts for each District Commissioner and Chair which have access to Microsoft Teams, which enable you to host meetings and webinars remotely. 

Locally, we would suggest implementing Office 365 or G Suite for your District (if this has not been done already), which both have free plans for qualifying charities. More information can be found on the Microsoft and Google websites.

If you need support, email [email protected] 
You can login at login.microsoftonline.com

Zoom Pro
Zoom Pro is now available to every Group, District and County. View the HQ guidance and signup (if you're a District Commissioner or GSL) here. This has recently been extended until April 2021.

If you're a Hampshire Scouts volunteer, you may request a meeting on our Zoom page.
Governance
There are lots of places with advice for charities at this time:
• The NCVO has published some useful guidance on their website.
• Advice on gov.uk for the Charity sector including meeting and annual return guidance. It can be found on the gov.uk website here.
• Charity Commission guidance for those that need an extension to their annual return deadline on gov.uk here.

Virtual meetings
In April, the Scouts made an amendment to the standard group constitution in POR  (Groups 3.23; Districts 4.25; County 5.16) that allowed remote meetings. It reads:

• Electronic voting (such as email) is allowed for decision making of the County/District/Group Executive Committee and its sub-Committees when deemed appropriate by the Chair. In such instances at least 75% of committee members must approve the decision.
• The County/District/Group Executive Committee & its sub-Committees can meet by telephone conference, video conference as well as face to face in order to discharge its responsibilities when agreed by the appropriate Chair.

Members have access to Office 365 and Zoom Pro to enable this, see the section about this on this page.

Annual General Meetings
Advice from the Charity Commission on this states that "If you feel that in the best interests of your charity and to follow the governments public health guidance it is necessary to cancel or postpone your charity’s AGM (or any other key meeting) that will be fine. You should record the decision you have made to show good governance."

As long as you as a trustee body are satisfied that the decision to not go ahead is in the best interests of the trustees, membership and beneficiaries the Commission will support you in this.

More information can be found here.
County Office
The County Office team are operating differently to usual so if you attempt to contact us via phone, your call may not be answered. We are monitoring emails during this time so please contact us via email at [email protected].
Ferny Crofts Scout Activity Centre
The latest updates from Ferny Crofts, along with their contact details can be found on their website at fernycrofts.org.uk. This update is dated 4th January 2021.

In this constantly evolving situation, we are monitoring advice from Government and Public Health England on a daily basis.

The office team are working to assist you with amendments to existing or past bookings, as well as helping you plan for future visits, however please contact by email rather than telephone for the most efficient response.

If your booking is or was unable to take place due to Coronavirus restrictions you have the following options:

1. 2020 Postponed Bookings
Bookings postponed from 2020 due to Coronavirus will be charged at the 2020 price rate. All additional bookings made by the same group or organisation in 2021 will be subject to 2021 prices. If bookings are further postponed to 2022, the 2022 price rate will apply.

2. Cancellations enforced by Government or National Regulations
Where bookings cannot take place due to the enforced closure of Ferny Crofts, or restrictions imposed on the hirer by Government Departments or National Governing Bodies (eg The Scout Association), you will be entitled to a full refund of any monies paid, less any costs already incurred by Ferny Crofts in administering your booking. However, we would like to encourage you to move your deposit in full to alternative dates where possible.

3. Cancellations by Hirer (Coronavirus)
Where customers do not wish to proceed with a booking but cancellation is not legally or otherwise enforced as defined above, and the hirer chooses not to rearrange their booking to new dates, a 50% refund of the accommodation deposit will be arranged.

If you have any questions, please contact us by email at [email protected]

Please note that we are working with a much smaller team at present, but be assured that we shall aim to respond within a couple of days. We are unable to monitor phone lines during regular hours, so please contact us by email for the most efficient response time.

Thank you for your patience. We look forward to welcoming you to Ferny Crofts again soon. In the meantime we hope you are keeping safe and well.
Events
Following the advice to suspend all face-to-face meetings, activities and events, it's important to consider any events you may have scheduled locally. All events organised by Hampshire Scouts are under constant review; as soon as decisions have been made, they will be listed here.

The following International events have been postponed:
World Scout Moot - July 2022

The following Hampshire events have been cancelled or postponed:
• Hampshire Scouts Conference
• 4 Kingdoms
• HSX Lake District Expedition
• Service of Remembrance
• Hampshire Scouts Annual Review & AGM
• Hampshire Scouts Youth Council
• Local Youth Commissioner Dinner
• Hampshire Scouts Inclusion Conference
• Hampshire Scouts Leaders Rally
• European Scout Jamboree
• Suisse Adventure
• Chameleon Camp

If you are attending an event organised by Hampshire Scouts that does not appear here, please contact the organisers.
Training
Training courses
Hampshire Scouts have had to cancel all face-to-face training modules until further notice however we are running training modules through Zoom which members can join. Full details on when modules are being held can be found on this page along with booking forms.

For 2021, Hampshire Scouts are running a range of training modules through Zoom until April with dates provided for face-to-face training courses which are dependant on restrictions in place at the time.

Mandatory Ongoing Learning
These are the modules our volunteers complete to ensure everyone is up to date with safety and safeguarding matters. These now need to be done every 3 years in line with First Aid.

For those whose safety and safeguarding training had not expired but were in the fourth or fifth year, your Compass record should have been updated to an expiry date of 30 September 2021.

You can find the new training on the Scout website.

First Aid
Full details on how First Aid is being run by Hampshire Scouts during the coronavirus pandemic can be found on our old members site here.

Changes to training modules 
As part of the September POR update, some training modules have been ended and others introduced and the training that is needed by some roles has been updated.

The Getting started modules now consist of Module 1: Essential Information, Safety, Safeguarding and GDPR, all of which have been re-launched, can be completed online and are validated through a certificate given to a TA or line manager. There is also a new Trustee information module. Some roles still need to complete Module 2 (Personal Learning Plan), Module 3 (Tools for the Role, Section Leaders) or Module 4 (Tools for the Role, Managers) as before.

Full details of the changes can be found on the Scouts website in the learning development and awards section as well as sign up to a 1 October webinar.
Safeguarding
Disclosure checking restarted on 6 July to ensure disclosures would be valid in time for the return to face-to-face Scout activities. 

Guidance on how the process is affected and how to operate it digitally, see the advice on the Scouts website

If a members disclosure expired during the suspension of Scouting then they should begin the process to renew their DBS certificate immediately. Members without a disclosure will be automatically suspended, in line with POR, from the 5 October.
Appointments Committees and Panels
The team at HQ have created guidance which can be found here. To support Appointments Committee and Panel meetings to take place virtually, District Commissioners and Chairs have been provided access to Microsoft Teams as well as the Zoom Pro in use by Scouts HQ.
Systems Support
For assistance with County Systems such as Office 365, please contact [email protected]

Red Readiness Level

Applies to all of Hampshire as part of Tier 4 restrictions.

No face-to-face activities, virtual activities only. Volunteers living in Tier 4 areas must not leave those areas for Scouting purposes.

Webinars

Advice and support for you once a month on Wednesdays. Plus you can watch again on demand once they have been broadcast.
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